Posting InformationDepartment VP Global Affairs-506500
Career Area Administrative/Clerical Support Is this an internal only recruitment? No Posting Open Date 05/12/2023 Application Deadline 06/12/2023 Position Type Permanent Staff (SHRA) Position Title Executive Assistant - Journey Salary Grade Equivalent GN10 Working Title Executive Assistant Position Number 00036306 Vacancy ID P017442 Full-time/Part-time Permanent/Time-Limited Full-Time Permanent If time-limited, estimated duration of appointment Hours per week 40 Work Schedule
Monday – Friday, 8 am – 5 pm
Work Location Chapel Hill, NC Position Location North Carolina, US Hiring Range $48,000 - $55,000 Pay Band Information
To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.
Position Summary Information
Primary Purpose of Organizational Unit
The Office of the Vice Provost for Global Affairs has primary responsibility for shaping and implementing the University's global strategy while supporting global activity across campus. The Office of the Vice Provost for Global Affairs includes Global Education, Global Partnerships, Global Research Institute, International Student and Scholar Services, Development, Communications, Duke-UNC Rotary Peace Center, and the Unified Business Cluster (UBC.)
The Executive Assistant provides program management for meetings and events in the Office of the Vice Provost for Global Affairs and also provides administrative support to the Associate Provost for Global Affairs.
The Office of the Vice Provost for Global Affairs hosts and/or sponsors frequent, high profile events whose guests include foreign and domestic dignitaries, as well as federal, state and campus leadership. The Executive Assistant manages all aspects of meetings and event planning, including logistics (virtual and in-person), guests lists, invitation and RSVP lists, travel arrangements for VIP guests as needed, greeting dignitaries, creating meeting packets including agendas for all key attendees, ensuring guests are escorting to/from meetings while on campus. The meeting logistics are also the responsibility of this position including reserving the proper venue, event space set-up, and breakdown after event.
The Executive Assistant manages the calendar for the Associate Provost for Global Affairs for individual and recurring meetings ranging from 2 participants to 30+, both in person and virtual. Prepares and disseminates written correspondence and meeting materials for same. Develops and manages efficient office workflows, prioritizes organizational needs regarding unusual or challenging situations. Interacts with senior administrators, faculty, students, staff, parents, alumni and the general pubic. Exercises discretion and maintains confidentiality as appropriate. This position manages travel for the Associate Provost, including requests and reimbursements on the Concur travel system and the monthly reconciliation of the AP's T&E card.
Frequent public contact (internal and external to the university) is a major component of the position.
Minimum Education and Experience Requirements
High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience ; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Required Qualifications, Competencies, and Experience
Highly organized and detail-oriented with experience supporting senior-level administrators and interacting with VIPs. Must be proficient in MS Office Suite including Word, Excel, PowerPoint, with a comfort for learning new technology and applications with relevant training and support. Excellent communications skills required – written and verbal. Excellent customer service skills. Calm and efficient approach to all work situations.
Preferred Qualifications, Competencies, and Experience
Knowledge of CONCUR travel system preferred.
Required Licenses/Certifications Special Physical/Mental Requirements
Some late evenings and weekends for event management. Must be able to travel to various locations on campus as needed for meetings. Must be able to lift up to 20lbs. Must be able to move tables, chairs, help set up and breakdown event spaces.
Campus Security Authority Responsibilities
Position/Schedule Requirements Evening work occasionally, On-call occasionally, Overtime occasionally Special Instructions Quick Link https: // unc.peopleadmin.com/postings/256768
Office of Human Resources Contact Information
If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to [email protected]
Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.
Equal Opportunity Employer Statement
The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.Applicant Documents
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